Executive Services Assistant
Canadian Association of University Teachers
The Canadian Association of University Teachers (CAUT) is seeking to fill the position of Executive Services Assistant.
CAUT is a progressive labour and professional organization representing more than 72,000 faculty, librarians, researchers, academics, and general staff at 124 universities and colleges. It promotes the economic and political interests of its members, advances the standards of the profession, and seeks to improve the quality and accessibility of post-secondary education in Canada.
Reporting to the Head of Executive Services, the position provides high-level and detail-oriented clerical and administrative support to the Executive Services Department. The Executive Services Team supports the planning and coordination of meetings of CAUT’s governance entities, as well as the coordination of conferences and events; manages correspondence, memoranda, and regular publications to member associations; ensures the coordination of CAUT Awards and scholarships; and coordinates translation of CAUT materials.
o Prepares & maintains accurate, professional quality documents & materials in a timely manner including preparation of layout, reviewing, and proofreading reports, letters, correspondence, and other documents.
o Schedules meetings/conference calls and takes or proofreads meeting minutes.
o Provides administrative supports to various CAUT Committees.
o Assists in the coordination and maintenance of the Executive Director’s schedule.
o Prints and arranges documents and/or binders for conferences, meetings, forums, training sessions and other events.
o Tracks, enters data into and coordinates assigned databases.
o Assists in the preparation, logistics and coordination of various events.
o Assists in the coordination and management of various institutional awards.
o Assists in the coordination of the translation services.
o Responds to phone and email inquiries – providing information and redirecting inquiries to appropriate sources as necessary.
o Coordinates and prepares the mailing and distribution of documents.
o Communicates effectively with individuals and stakeholders at various levels within and external to the organization.
o Maintains and organizes the files of the section.
o Handles requests for information.
o Tracks and coordinates payment of invoices to suppliers and/or members.
o Provides logistical support during major events.
o Other duties of a similar complexity as assigned by CAUT leadership.
Skills and Qualifications
o College or university diploma or degree in relevant field or equivalent administrative training.
o Minimum of three years’ related administrative experience, preferably supporting senior leadership.
o Fluently bilingual English and in French with excellent proofreading skills in both languages.
o Strong computer skills, including excellent knowledge of various programs such as Windows, Microsoft Office 365 Applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), and Adobe.
o Experience in providing committee support, including organizing and supporting meetings, taking, or proofreading minutes is preferred.
o Professional experience in an Association, unionized, and/or not-for-profit organization preferred.
o Understanding of and commitment to CAUT policies, practices, and procedures.
o Highly organized with excellent attention to detail.
o Strong teamwork and collaboration skills.
o Motivated, proactive, and solutions focused.
o Skilled in providing excellent member services through clear communication.
o Proactive and able to anticipate office needs.
o Ability to work independently, prioritize workload, and demonstrate initiative in an environment with changing or multiple priorities and stringent deadlines.
o Ability to communicate verbally and in writing effectively throughout all levels of the organization.
o Ability to utilize discretion, initiative, and judgment in handling sensitive and confidential details.
o Ability to operate general office equipment.
This position is based in Ottawa and may involve some travel within Canada.
This position has been classified as Category ADMSS in the Collective Agreement between CAUT and COPE Local 225. The hire rate for this position is $66,631 and includes an excellent benefits package and five (5) weeks of vacation annually.
CAUT is committed to the principles of employment equity in hiring and in all its employment practices and seeks to diversify its workforce. Aboriginal people, people with disabilities, people who identify as LGBTQ2S, racialized people, and women are actively encouraged to apply.
CAUT is also committed to creating and maintaining an accessible, barrier-free work environment including working with applicants with disabilities requiring accommodation during the recruitment, assessment, and selection processes. If applicants require accommodation, they should communicate this to Human Resources when contacted.
Interested candidates should submit their applications by 5:00 PM on December 5, 2021 via CAUT’s Career Centre at www.caut.ca/carrieres. All applications must be addressed to the Executive Director including a cover letter and resumé. All applications will be treated confidentially. Only those candidates selected for an interview will be contacted.